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Apache Incubator Mentor Onboarding
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Mentors must be Incubator PMC members to ensure they understand ASF policies and can participate in formal voting, which is critical to podling development. Any ASF member can ask to become an IPMC member.
New mentors may find it helpful to review the training resources in Section 13 to gain additional confidence before engaging with their first podling.
3.2 Primary Responsibilities
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- Control or direct podling decisions — - communities govern themselves, following The Apache Way.
- Act as project managers or primary contributors.
- Make unilateral governance or policy decisions.
- Replace the Incubator PMC or ASF officers.
- Handle all conflicts independently — - escalate serious issues as needed.
- Keep key discussions or decisions private — - always promote transparency.
- Speak on behalf of the podling — - the community should represent itself.
- Override community consensus — - mentors advise, not dictate.
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- Be clear and concise; avoid unexplained jargon.
- Be patient and respectful of diverse backgrounds.
- Encourage open, public mailing list discussions.
- Use inclusive language.
- Be mindful of time zones and the nature of asynchronous communication.
- Listen actively and acknowledge contributions.
- Encourage questions and feedback.
- Model The Apache Way in interactions.
- Handle conflicts calmly; escalate if needed.
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13. Resources for Mentors
The following references provide essential guidance for mentoring in the Apache Incubator. They cover governance, policies, and best practices for supporting podlings.
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- The main entry point for information about the Incubator, including current podlings, policies, and documentation.
- Mentor Handbook - The central reference tying together all mentor responsibilities, guidance, and training materials.
Incubator General Mailing List
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- The open list for discussions about incubation, mentoring, and podling progress. A valuable channel for sharing experiences and asking questions.
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- Defines the formal rules of incubation, including podling requirements, releases, and graduation.
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- Outlines the expected duties of mentors, including reporting, voting, and community guidance.
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- Practical, step-by-step advice for podlings and mentors on common tasks and challenges.
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- Framework to evaluate a podling’s readiness for graduation based on community and process maturity.
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- Core ASF philosophy: meritocracy, transparency, open collaboration, and community-driven governance.
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- Guidance on effective mentoring approaches, with real-world advice for supporting podlings.
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- Information on mailing lists, version control, issue trackers, and other ASF-provided infrastructure.
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- Policies on licensing, IP clearance, and handling third-party code.
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- Instructions for properly publishing and distributing releases under ASF rules.
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- Requirements and examples for creating compliant LICENSE and NOTICE files.
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- Clarifies what third-party dependencies may be included in ASF projects and under which conditions.
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- Explains ASF voting processes, including consensus, majority votes, and binding vs. non-binding votes.
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- Sets expectations for respectful, inclusive behavior across ASF projects.
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- Outlines the process for retiring inactive or stalled podlings from the Incubator.
13.1 Training Resources
In addition to the written resources above, the Incubator provides some draft interactive training materials for Mentors and IPMC members. These resources help reinforce best practices and prepare you for mentoring podlings effectively:
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- Knowledge check on mentor responsibilities and ASF processes.
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- Practical mentoring challenges and decision-making exercises.
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- Knowledge check on Incubator policies, reporting, and processes.
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- Case studies on incubation challenges such as graduation readiness, community health, and governance.
We welcome feedback on this material, especially suggestions for improvements or corrections.
Privacy Notice
These quizzes are hosted on a third-party platform (Canvas). The ASF does not have a Data Processing Agreement (DPA) with this provider. Please take standard precautions regarding privacy and personal data.
To the best of our knowledge, the platform is GDPR compliant and collects only minimal personal information (name, email address, and possibly IP address). No additional personal data is tracked or retained.
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14. Conflict of Interest
Mentors must maintain impartiality and transparency.
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